I hereby give
notice that an Extraordinary Meeting of Council will be held on:

Date:

Tuesday, 19 May 2020

Time:

1.00 pm

Location:

Narrabri Shire Council Chambers

46-48 Maitland Street

Narrabri

Agenda

Extraordinary Council Meeting

19 May 2020

Stewart Todd

General Manager

Extraordinary Council Meeting Agenda 19
May 2020

PUBLIC FORUM (held outside formal
Council Meeting)

The Council may hold a public forum prior to each Ordinary
Meeting of the Council for the purpose of hearing oral submissions from members
of the public on items of business to be considered at the meeting (listed on
the Agenda).

Public forums may also be held prior to Extraordinary Council
Meetings and meetings of committees of the Council.

Public forums are to be chaired by the mayor or their
nominee.

Request to Speak in the Public Forum

To speak at a public forum, a person must first make
an application to the Council in the approved form. Applications to speak at
the public forum must be received by 5pm on the working day before the date
on which the public forum is to be held and must identify the item of
business on the agenda of the Council meeting the person wishes to speak on,
and whether they wish to speak ‘for’ or ‘against’ the
item.

Approved speakers at the public forum are to register
with the Council any written, visual or audio material to be presented in
support of their address to the Council, and to identify any equipment needs at
5pm on the working day before the Public Forum.

The General Manager or their delegate may refuse to
allow such material to be presented.

A person may apply to speak on no more than 2 items of
business on the agenda of the Council Meeting.

Legal representatives acting on behalf of others are
not to be permitted to speak at a public forum unless they identify their
status as a legal representative when applying to speak at the public forum.

The General Manager or their delegate may refuse an
application to speak at a public forum.

No more than three (3) speakers are to be permitted to
speak ‘for’ or ‘against’ each item of business on the
agenda for the Council Meeting.

If more than the permitted number of speakers apply to
speak ‘for’ or ‘against’ any item of business, the
general manager or their delegate may, in consultation with the mayor or the mayor’s
nominated chairperson, increase the number of speakers permitted to speak on an
item of business, where they are satisfied that it is necessary to do so to
allow the council to hear a fuller range of views on the relevant item of
business.

Each speaker will be allowed three (3) minutes to address
the Council. This time is to be strictly enforced by the Chairperson.

The Chairperson of the meeting can grant one extension
of up to a maximum of two (2) minutes, should further information, be
considered to be important to the Council. This is solely at the discretion of
the Chair.

Speakers at public forums must not digress from their
nominated item on the agenda. If a speaker digresses to irrelevant matters, the
Chairperson is to direct the speaker not to do so. If a speaker fails to
observe a direction from the chairperson, the speaker will not be further
heard.

A councillor (including the chairperson) may, through
the chairperson, ask questions of a speaker following their address at a Public
Forum. Questions put to a speaker must be direct, succinct and without
argument. Debate will not be permitted by the speaker, Councillors or staff.

Speakers are under no obligation to answer a question.
Answers by the speaker, to each question are to be limited to three (3)
minutes.

Speakers at public forums cannot ask questions of the Council,
Councillors or Council staff.

The general manager or their nominee may, with the
concurrence of the chairperson, address the council for up 5 minutes in
response to an address to the council at a public forum after the address and
any subsequent questions and answers have been finalised.

Where an address made at a public forum raises matters
that require further consideration by council staff, the general manager may
recommend that the council defer consideration of the matter pending the
preparation of a further report on the matters.

The “Request to Speak in Public Forum”,
at an Ordinary Council Meeting, can be obtained, from Council’s
Administration Office, or by downloading it from Council’s website at:

Councillors, council staff and members of the public
must ensure that mobile phones are turned to silent during meetings of the
council and committees of the council.

(Clause 15.20 Code of Meeting Practice)

A person must not live stream or use an audio
recorder, video camera, mobile phone or any other device to make a recording of
the proceedings of a meeting of the council or a committee of the council
without the prior authorisation of the Council.

(Clause 15.21 Code of Meeting Practice)

AUDIO RECORDING NOTICE

Council advises that this
Meeting will be recorded for the purpose of webcasting, and made available on
the Internet. As such, all those present should refrain from making any
defamatory statements. It is requested that Councillors within the duration of
the Meeting, limit discussions to only the business on the agenda and what is
permissible under our Code of Meeting Practice.

(c) information
that would, if disclosed, confer a commercial advantage on a person with whom
the Council is conducting (or proposes to conduct) business,

(d) commercial
information of a confidential nature that would, if disclosed:

i. prejudice
the commercial position of the person who supplied it, or

ii. confer
a commercial advantage on a competitor of the Council, or

iii. reveal
a trade secret,

(e) information
that would, if disclosed, prejudice the maintenance of law,

(f) matters
affecting the security of the Council, Councillors, Council staff or Council
property,

(g) advice
concerning litigation, or advice that would otherwise be privileged from
production in legal proceedings on the ground of legal professional
privilege,

(h) information
concerning the nature and location of a place or an item of Aboriginal
significance on community land.

(3) A
Council, or a Committee of the Council of which all the members are
Councillors, may also close to the public so much of its meeting as comprises
a motion to close another part of the meeting to the public.

(4) Members
of the public may be allowed to make representations to or at a Council or
Committee meeting for a period of up to three (3) minutes, immediately after
the motion to close the part of the meeting.

(5) is
moved and seconded, as to whether that part of the meeting should be closed
at the discretion of the Council

4.4
Our strategic goals will be achieved through transparent and accountable
planning and reporting

Strategy

4.4.3
Report in a clear, concise manner that is easily understood

Executive Summary

Council’s Quarterly Operational and Service Plan
Report provides the community with an update on Council’s progress in
achieving its strategic objectives through specific actions, key performance
measures and capital works projects. Quarterly Operational and Service Plan
Reporting lets the community track each service of Council in regard to what
that service is providing, at what cost and where works are occurring
throughout the year. As at 31 March 2020, 80% of Council’s Operational
Plan Actions were either Complete or On Track to be achieved by the 30 June
2020.

Recommendation

That Council adopt the March 2020 Quarterly
Operational and Service Plan Report, as attached, detailing Council’s
progress in meeting its actions, capital works and key performance measures.

Background

In 2009, the NSW Government introduced the new Integrated
Planning and Reporting (IP&R) Framework. The IP&R framework recognises
that most communities share similar aspirations: a safe, healthy and pleasant
place to live, a sustainable environment, opportunities for social interaction,
opportunities for education and employment, and reliable infrastructure. This
framework allows NSW councils to draw their various plans together, understand
how they interact and get the maximum leverage from their efforts by planning holistically
and sustainably for the future.

Current Situation

This report
presents the Council’s quarterly progress report against its Actions,
Capital Works Program and Key Performance Measures for each of its service
areas, as established in the Council’s Integrated Planning and Reporting
(IP&R) documents and related Service Plans. Council’s Service
Plans provide an in-depth strategic focus for all services of Council, defining
exactly what each service is, what it provides, at what cost and where works
are occurring. The community can analyse any of the individual Service Plans
and ascertain what is being provided to the local community.

These
Service Plans provide the community with key performance measures and a capital
works program for each service area, that are measured in this report in terms
of progress.

The attached
March Quarterly Operational and Service Plan Report is Council’s progress
for the third quarter of the 2019/2020 financial year. From the March Quarterly
Service Plan Report you will see that significant progress has been made
towards achieving Council’s 2019/2020 activities; however, the impacts of
COVID-19 have seen a number of Actions move to On Hold at no fault of
Council’s but because of government imposed restrictions impacting some
areas of Council.

4.4
Our strategic goals will be achieved through transparent and accountable
planning and reporting

Strategy

4.4.2
Ensure effective and sound local governance practice

Executive Summary

The attached draft Operational Plan 2020/2021 and its
related financial appendices provides the public with a draft plan of
Council’s strategic and business activities, spending, financial planning
and fees and charges for the next financial year.

This incorporates actions identified in the four-year
Delivery Program, the draft Operational Budget, the draft Capital Works
Program, the draft Revenue Policy and draft Fees and Charges for the 2020/2021
financial year.

Under the NSW Government’s Integrated Planning and
Reporting Framework the draft Operational Plan must be publicly exhibited for
28 days prior to formal adoption.

This draft plan, once endorsed by Council, will be publicly
exhibited via Council’s website with a process set up to receive public
submissions and feedback. Hard copies of the Draft Operational Plan 2020/2021
will not be available to the community due to requirements under the NSW Public
Health (COVID-19 Restrictions on Gathering and Movement) Order 2020. After
consideration of submissions and feedback, the final plan will be prepared and
presented to Council for consideration and adoption in June 2020.

The actions identified in the Operational Plan are a result
of the pre-planning that exists in the Delivery Program, ensuring Council is
focussing on the specific actions marked as a priority for the 2020/2021
financial year in its longer-term strategic plan.

This plan marks the fourth Operational Plan from
Council’s four-year Delivery Program 2017/2021; however, the existing
Delivery Program will apply for a further 12 months because of extenuating
circumstances under the COVID-19 pandemic therefore, a fifth Operational Plan
from Council’s Delivery Program 2017/2021 will be developed for
2021/2022.

There has been consultation with executive and senior
management staff to ensure the plan represents the intended activities and
priorities for the next financial year, as well as sound financial planning.

The draft Operational Plan was developed following
significant community consultation, undertaken to develop the Community
Strategic Plan 2017/2027.

There have been additional new Actions added that have been
identified following the development of new relationships and activities in the
current financial year.

A small number of Actions have been identified as needing to
be ‘carried over’ from the current financial year (2019/2020) to
allow more time for completion.

Please note the reference numbers for Actions in the draft
Plan are subject to change in the final plan.

Recommendation

1. That Council endorse the following
draft documents for public exhibition for a minimum period of 28 days
pursuant to the requirements of the Local Government Act 1993:

a. Draft
2020/2021 Operational Plan.

b. Draft
2020/2021 Revenue Policy.

c. Draft
2020/2021 Fees and Charges.

d. Draft
2020/2021 Operational Budget.

e. Draft
2020/2021 Capital Works Program.

2. That
Council place on exhibition the draft documents (a. – e. above) for a
period of at least 28 days, during the exhibition period call for and accept
submissions from the public on the draft documents.

Background

All councils in NSW must have an annual Operational Plan,
adopted before the beginning of each financial year, outlining the activities
to be undertaken that year, as part of the four-year Delivery Program under the
Integrated Planning and Reporting framework.

The Office of Local Government released a Circular to
Councils on the 1 May 2020 (20-15) with advice to councils in relation to their
Integrated Planning and Reporting requirements until the next local government
elections. The existing Delivery Program will apply for a further 12 months,
maintaining the key themes and any activities not yet completed and councils
must have adopted the 2020/2021 Operational Plan by 1 August 2020 due to the
extenuating circumstances under the COVID-19 emergency.

In 2009, the NSW Government
introduced a new integrated planning and reporting framework for NSW Local
Government. This was embedded into the Local Government Act 1993 (“LG
Act”). It includes the requirement to prepare a long-term Community
Strategic Plan, along with a four-year Delivery Program, Operational Program
and Resourcing Strategy.

The Integrated Planning and Reporting Framework and
Operational Plan guidelines are pursuant to sections 405 and 406 of the LG Act.

Current Situation

Under the LG Act, Council must prepare a draft Operational
Plan incorporating Council’s draft Budget, Revenue Policy and Capital
Works Program each financial year.

The draft 2020/2021 Operational Plan details the activities
Council will undertake during the next financial year in order to meet Delivery
Program objectives. The draft Operational Plan sets the priority areas of focus
for Council; detailing the programs, actions and capital works that will be
carried out. It also shows the public the draft budget for the coming financial
year and Council’s proposed revenue policy and fees and charges.

Once the draft plan has been endorsed by Council, it will be
publicly exhibited for a minimum of 28 days.

Financial Implications

This report proposes the public exhibition of the draft
budget for 2020/2021 financial year. Council is not yet adopting the 2020/2021
budget.

Statutory and Policy Implications

Section 405 of the Local Government Act 1993
addresses the requirements and the process for the establishment, by a council,
of an annual Operational Plan.

Section 406 identifies the guidelines councils are to follow
to establish the Integrated Planning and Reporting Framework.

Consultation

External Consultation

If Council resolves to do so, external consultation will
commence with the draft documents being placed on public exhibition for a
minimum period of 28 days. Council will call for and accept submissions from
the public on the draft documents for further consideration at the current
scheduled Ordinary Council Meeting of 30 June 2020.

4.2
Decision making will ensure Council remains financially sustainable

Strategy

4.2.1
Maintain and improve Council's financial sustainability with a focus on core
business

Executive Summary

This report is presented to Council quarterly to revise
estimates of income and expenditure in accordance with clause 203 of the Local
Government (General) Regulation 2005.

This quarterly review is only the third quarterly budget
review completed in and on a budget prepared utilising Technology One. Council
staff are continuing to familiarise themselves with the new budgetary system
and its functionality.

Recommendation

That Council adopt the Quarterly Budget Review
Statement for the period ended 31 March 2020 as the revised Budget estimates
for the year ended 30 June 2020 and the Operational Plan and Capital Works
Plan be amended accordingly.

Background

The budget review statement is provided in two (2) formats.
The first being by type and reflective of how the end of year Income Statement
is reported. The second being by activity as per Note 2a of the Annual
Financial Statements.

Council’s Note 2a reflects the individual service
plans that have been established as an additional reporting layer to the
community. Pages 3 to 7 of the attachment provides the additional level
of the information from the summary that appears on page 2.

A capital budget review is included on page 8 of the
Quarterly Budget Review Statement attached, also reflecting individual service
plan capital expenditures.

Current Situation

This review is for the quarter ending 31 March 2020 and is
attached for Council consideration.

Council’s December Review projected an Operating
Result (excluding Capital Income) deficit of $4,302,000. The March Quarterly
Budget Review, as presented, reflects a decline of $374,000, resulting in a
budgeted deficit forecast of $4,676,000.

This forecast still only includes half of Council’s
normal Financial Assistance Grant, the other half being paid in advance last
year ($3,486,000). With the federal budget having been postponed due to
COVID-19, an advance on next year’s allocation appears unlikely.

Variations to the projected year end result as listed in the
‘Variations for this Mar Qtr.’ column on page 2 of the attached
Quarterly Budget Review Statement are summarised by Directorate below:

Directorate

Variation

Budget Implication

Income

General Purpose
Revenue

($86,000)

Decrease in
Operating Income

General Manager

($1,000)

Decrease in
Operating Income

Corporate &
Community Services

($416,000)

Decrease in
Operating Income

Development &
Economic Growth

N/A

Infrastructure
Delivery

($720,000)

Decrease in Operating
Income

Expenditure

General Manager

$574,000

Decrease in
Expenditure

Corporate &
Community Services

$36,000

Decrease in
Expenditure

Development &
Economic Growth

N/A

Infrastructure
Delivery

$635,000

Decrease in
Expenditure

Result Variation
(incl. Capital Income)

$22,000

Result
Variation (excl. Capital Income)

($374,000)

Reduced Net Operating Result

The capital budget on page 7 of Quarterly Budget Review
Statement shows a net decrease in the expected cost of Capital Works of $5,168,000.
This includes the movements by asset category and by service.

All adjustments made to capital works are listed in
individual Service Plan reviews, with updated commentary, included in the
Operational Plan Review (the subject of a separate report in this business
paper).

Financial Implications

The major variations (greater than $50,000) are detailed
below:

General Purpose Revenue (net decrease in operating
income of $86,000) for general purpose interest income.

· General operating
costs from the Economic Development budget were reduced by $31,000 based on
current expenditure trends. An internal restricted asset transfer ($85,000) was
originally included in the operational budget. This has now been removed.

· The budget for the
Inland Rail Strategy project ($50,000) was removed. All future expenditure will
be captured under N2IP.

Planning & Environment

· The budget for the
Wee Waa Levee Concept Design ($350,000) has been transferred to 2020/2021. A
corresponding grant for $233,000 has also been transferred forward in income.
Project has commenced.

· The budget for the
Boggabri Flood Study has been reduced by $161,792, project to continue into
2020/2021 financial year. Project has commenced.

Corporate & Community Services Revenue (net
decrease in operating income of $416,000)

Cultural Facilities

· Expected income
from the Crossing Theatre has been reduced by $352,000 as a result of COVID-19.

Other

· There have been
only minor adjustments across other Corporate & Community services.

· Expected reduction
in plant sales (capital income) of $428,000 due to delivery delays of
replacements.

Parks & Open Spaces

· There are two new
weeds grant programs totalling $58,950. Matching expenditure has been provided.

· Allowing for
$60,000 of internal plant hire income not previously budgeted for.

Emergency Services

· Council received
$63,989 from the Office of Local Government to partially offset the increase in
the Emergency Services Levy, being Council’s contribution to the RFS, SES
and F&RNSW.

Roads & Ancillary
Services

· Council
did not receive a REPAIR grant for use on regional roads in 2019/20 ($400,000
budgeted).

Water Services

· A reduction in
interest from Investments of $72,000.

· Other income variances
(net decrease of $69,000) resulting from adjustments to annual charges that
were altered in June 2019 prior to adoption and water usage expectations for
the remainder of the year.

Sewerage Services

· A reduction in
interest from Investments of $45,000.

· Other income items
such as fees for Organic Liquid Waste, Sewer Discharge and Contributions to
Works appear to have been over estimated ($161,000). The sewer discharge fees
have been affected by the system’s capacity to accept external
dischargers and contributions will have been affected by reduced development
activity.